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THIS OPPORTUNITY IS CLOSED. 

APPLICATION DEADLINE: WEDNESDAY MAY 23, 2018 BY 11:59 P.M. (CST)

Limited non-matching Special Opportunities funds are available to cover the costs associated with attending:

“DESIGN THINKING: A Pathway to Innovation in the Arts” presented by the TN Arts Commission and hosted by the Center of Excellence for the Creative Arts.

This conference will be held on the campus of Austin Peay State University (APSU) in Clarksville TN on June 19-21, 2018. Tennessee nonprofit arts and non-arts organizations, entities of government, or professional individuals living in TN are eligible to apply.

The conference will bring together arts administrators, educators and artists for a full two days of learning and sharing around the theme of Design Thinking, an approach that can be used in all industries to consider and resolve a variety of issues. Professional development will include best practices, strategies in arts management and education, lesson demonstrations, collaborative work, networking and more.

This grant opportunity will be funded on a first-come, first-served basis and will close when all funds are allocated or by the deadline, whichever comes first.

Due to the conference dates, if awarded funds you will be required to close out this grant, with proper attachments, by Monday, June 25, 2018.

DESCRIPTION

This grant category provides up to $500 for individual applicants, or up to $750 for organizational applicants registering a minimum of 2 or more staff toward registration fees and travel to attend “DESIGN THINKING: A Pathway to Innovation in the Arts” in Clarksville, TN. Organizational applicants may register a single staff member, but should adjust their request to a maximum of $500.

This grant opportunity is available to reimburse attendees for:

  1. Registration fees for the conference of $150 per commuter attendees or $200 per non-commuter attendees staying in on-campus accommodations. Funds from this grant cannot be applied to hotel fees. Awardees will be required to upload the following when requesting reimbursement & closing out your grant:
    1. Proof of attendance by scanning the name tag for all participants listed in the grant application, and
    2. Confirmation of commuter/non-commuter registration for all participants listed in the grant application.
  2. Travel: Attendees are encouraged to carpool. To determine mileage, applicants must use MapQuest or another tool to verify round trip distance.  Upload documentation to the application. Mileage reimbursement is $.47/mile and subject to change per state regulations. In the budget section:
    1. Non-commuters (staying on-campus) list the total distance round trip from your home to Clarksville, or
    2. Commuters may use a single round trip per day from your home to APSU.

Multiply the total distance by $.47 for total travel request.

This grant does not provide reimbursement for:

  • Meals
  • Incidentals
  • Hotel accommodations
  • Teacher Stipends
  • Parking
  • Per Diem
  • Other expenses that do not align with Registration & Travel as expressed in these guidelines

The Tennessee Arts Commission reserves the right to deny any application or withhold funding in whole or in part, if the applicant organization programming and activities are outside of the scope or spirit of the Commission’s mission, purpose, or this grant program.

Please note that if an individual is paying for the conference and will request reimbursement in their name, then they should apply as an INDIVIDUAL. If an organization is applying, paying for the conference and seeking reimbursement then the application will need to be in the name of the organization and go through the proper signatories.

All Special Opportunities grantees must be prepared to handle all necessary expenditures up front. Commission funds will be paid as reimbursement to the grantees upon submission and approval of a grant evaluation and appropriate documentation including proof of attendance, registration verification (commuter/non-commuter) and distance verification. No Commission funds are available prior to the Special Opportunities activity.

This opportunity will be awarded on a first come, first served basis, based upon accurately completed submissions.  You or your organization must be registered in our new online grant system to apply. Registrations can take up to 2 business days to be approved.

CONTACT

Hal Partlow, Associate Director for Grants at hal.partlow@tn.gov or 615-741-2093.

Eligibility
For Organizations

An organization is eligible to apply for support for registration and travel of multiple staff members to attend the conference (max request $750 for multiple attendees or $500 for a single attendee), if the organization meets one of the following qualifications:

  1. The organization is an entity of Government, or
  2. The organization is a nonprofit organization legally chartered in Tennessee and in possession of a determination letter from the Internal Revenue Service declaring the organization exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code. Private educational institutions must be a nonprofit and meet these tax-exempt requirements.

Additional Information for Organizations

  1. All nonprofit organizations are required to upload into the grant application a current Corporation Annual Report as filed with the TN Secretary of State’s office.
  2. All organizational applicants are required to have a DUNS number. Information and application instructions can be found here.
  3. Organizations (not individuals or public schools) that receive grant funding from the TN Arts Commission must complete Title VI training certification in the Online Grants System before payment will be distributed. If your agency has already completed the training in the TN Arts Commission’s online grant system for the current fiscal year, it is not necessary to repeat the training. See Title VI Training Certification here. Failure to complete this training may result in the cancellation of your grant.
  4. When closing out the grant and requesting funds:
    1. All receipts must be in the name of the applicant organization. Receipts in the name of employees will NOT be accepted. Expenses that were not incurred directly by the applicant organization may not be claimed as proof of expenditure for your grant.
    2. Organizations must provide proof that the registrants attended the conference by uploading a copy of the name tag for every attendee in the evaluation form
    3. Upload registration verification (commuter/non-commuter) for each attendee in the evaluation form

For further eligibility information, please refer to The Arts Commission’s Legal Requirements. 

For Individuals

This grant category is designed to assist professional individuals living in Tennessee. Individuals must live in Tennessee and provide proof of residency by uploading a scan of either a:

  1. valid Tennessee voter registration card, or
  2. legal State of Tennessee driver’s license into the document section of the grant application

Those not eligible to apply include:

  1. full-time State of Tennessee employees (other than instructors on the faculties of state-supported higher learning educational institutions)
  2. children under the age of 18 years; and
  3. members of the Commission, its staff, and members of their families

Additional Information for Professional Individuals

  1. New applicants awarded funding will be instructed to submit an IRS W9 form in the notification of award email.
  2. When closing out your grant and requesting your funds:
    1. All receipts must be in the name of the applicant individual. Receipts in the name of spouses or roommates will NOT be accepted. Expenses that were not incurred directly by the applicant may not be claimed as proof of expenditure for your grant.
    2. Provide proof that the awardee attended the conference by uploading a copy of your name tag into the evaluation form
    3. Upload registration verification (commuter/non-commuter) in the evaluation form.

For further eligibility information, please refer to The Arts Commission’s Legal Requirements.

Accessibility

All Tennessee Arts Commission sponsored programs, services, and facilities are fully accessible to all Tennessee artists and citizens. Artists representing Tennessee’s diverse artistic and cultural heritage are urged to apply and participate in programs and activities. No person on the basis of race, color, national origin, disability, age, religion, or sex shall be excluded from participation in, or be denied benefits of, or otherwise be subject to discrimination of services, programs, and employment provided by the Tennessee Arts Commission and its contracting agencies. If an individual believes he or she has been subjected to discrimination, he/she should contact the Commission’s Director of Arts Access, Kim Johnson at 615-532-9797 or the Tennessee Relay Center at 1-800-848-0298 (TTY) or 1-800-848-0299 (Voice).

Title VI Training

Organizations (not individuals or public schools) that receive grant funding from the TN Arts Commission must complete Title VI training certification in the Online Grants System before payment will be distributed. If your agency has already completed the training in the TN Arts Commission’s online grant system for the current fiscal year, it is not necessary to repeat the training. See Title VI Training Certification here. Failure to complete this training may result in the cancellation of your grant.

Evaluation Criteria

Special Opportunities applications will be reviewed by Commission members and staff using the following criteria to be considered for support. Competitive applications may demonstrate merit by showing the following:

  • The application is well planned and presented.
  • Your funding request should be clear and concise. The narrative demonstrates how the summit will add value to the applicant and the constituents served or to the work of the individual. What do you wish to accomplish? Identify your goals and how you will accomplish them. What value will be added to you or to your organization and community? Please be specific. A compelling narrative is a crucial factor in the grant award.
  • The budget request is reflective of the costs associated with the published requirements as they relate to lodging, travel and registration.
  • If the applicant is an organization, it should have a history of providing quality artistic programming and/or demonstrate potential to achieve quality artistic activity.
  • The applicant has a past record of administrative cooperation and compliance with Commission grant requirements and procedures, if Commission funding has previously been awarded.
  • The appropriate documentation was attached to the application.
Funding and Review Process

ALLOWABLE EXPENSES

Funding is based on the narrative case put forth in the application, accuracy of completing the application, and on a first-come, first-served basis until all funds are expended. You may request funds for registration fees and travel associated with attending the TN Arts Commission’s statewide arts and arts education conference. Funds should be listed under line item 2 and may be request up to a total of $500 for individual applicants or $750 for organizational applicants for the following:

  1. Registration: fees for the conference of $150 per commuter attendees or $200 per non-commuter attendees staying in on-campus accommodations. Funds from this grant cannot be applied to hotel fees. Awardees will be required to upload the following in the Rolling Grant Evaluation when closing out the grant:
    1. Proof of attendance by scanning the name tag for all participants listed in the grant application, and
    2. Confirmation receipts of commuter/non-commuter registration for all participants listed in the grant application.
  2. Travel: Attendees are encouraged to carpool. To determine mileage, applicants must use MapQuest or another tool to verify round trip distance.  Upload documentation to the application. Mileage reimbursement is $.47/mile and subject to change per state regulations. In the budget section:
    1. Non-commuters (staying on-campus) list the total distance round trip from your home to Clarksville, or
    2. Commuters may use a single round trip per day from your home to APSU.

Multiply the total distance by $.47 for total travel request.

NON ALLOWABLE EXPENSES

This grant does not provide reimbursement for:

  • Meals
  • Incidentals
  • Hotel accommodations
  • Teacher Stipends
  • Parking
  • Per Diem
  • Other expenses that do not align with Registration & Travel as expressed in these guidelines

The Tennessee Arts Commission reserves the right to deny any application or withhold funding in whole or in part, if the applicant organization programming and activities are outside of the scope or spirit of the Commission’s mission, purpose, or this grant program.

MATCHING REQUIREMENTS

This category grant does not require a cash match.

REVIEW PROCESS

Special Opportunities applications are reviewed in-house by Commission members and staff. Funding notification will take place via email.

PAYMENT & CLOSE-OUT REQUIREMENTS

Grantees must submit ALL receipts and all required close-out paperwork no later than Monday, June, 25 2018 or risk losing awarded funds.

NOTE: Closeout date is the Monday following the conference. You will have an opportunity to close out your grant during the conference at the end of the second day.

Online Grant System

If you, personally, haven’t registered in the new online grant system, please do so. Instructions can be found here. If appropriate, indicate that you are applying on behalf of an organization (if the organization you work with will be paying for the conference and applying for reimbursement).  It may take up to two working days for your registration to be approved and your log in and temporary password be emailed to you. Once you receive your credentials, you may log into the system. Use the “People” link to ensure your profile is complete and accurate. This information will also be used in the review of the application.  To open the record for editing, click the edit button at the top of the screen. Answer the question, “I am (may be) applying for funding as an individual (in the future)” as YES.

  • NOTE: The forms in this portal do not auto-save. Always click the “Save” button before navigating away from the form you are editing to save your work.
  • Beware that clicking the back navigation button on your web browser will exit you from the system and you will lose your work. 
How to Apply for the Grant

Once you’ve received the online grant system credentials and you’ve registered for the conference, log on to the online grant system and fill out the application. Sooner rather than later!

Here’s how:

Select the “Apply for Grants” link in the grey menu on the left side of your screen under the heading INFORMATION.

Scroll down the page to Rolling Grants and select the green link “Apply for a ROLLING Grant”. A preliminary application will open.

  • Make note of the application #: R-XXXX-XXXXX
  • Select Fiscal Year → 2018
  • Select Grant Category → Special Opportunities
  • Select appropriate response to “Is this your first time applying for Commission funds?”
  • Select appropriate response to “Are you applying as”. Note: If you, as an individual (not your organization) are paying for costs associated with this conference, choose “None of the above” AND please check the box immediately below that is listed as “Check this box if you are applying as an individual”
    • If you are applying as an individual, make sure your name appears in the box, “name”
    • If your organization is the applicant four fields appear, make sure that the following four items are filled in correctly:
      1. Organization Name field populates with your organization’s name. If not, erase the organization listed and start typing your organization’s name, it should populate.
      2. the location field pre-populates as “org name” – headquarters
      3. Primary Contact field should populates your name
      4. Primary Signatory field may populate with your name, BUT SHOULD BE the person who can legally sign a contract for your org. They should appear in the dropdown box. If they do not, select Add New and input their name and email address. It could be you, if you are the person who can legally sign contracts for your organizations.

Scroll to the bottom of the page and press the SAVE button on the bottom right of the screen

The system will load the appropriate application for you to fill out. At this point, if you leave the system, you may log back into your account and locate your application by selecting the “Draft Applications” link in the grey menu on the left side of your screen under the heading APPLICATIONS. If you have several drafts located the Special Opportunities FY 2018 application with the correct #: R-XXXX-XXXXX.

Reopen your grant application for editing by clicking the edit button at the top of the screen.

Scroll down & and fill in the remainder of the application.

SAVE YOUR APPLICATION FREQUENTLY

  • Project/Event Title → DESIGN THINKING: A Pathway to Innovation in the Arts
  • Funding Description → To assist with attending the DESIGN THINKING: A Pathway to Innovation in the Arts conference in Clarksville, TN.
  • Project/Event Start Date → 6/19/2018 OR 6/20/2018, depending on your participation in pre-conference activities.
  • Project/Event End Date → 6/21/2018
  • Total Amount Requested for Project / Event → Insert your request. Do not exceed documented amount or published maximum request.
  • Narrative → Explain the reason you wish to attend the summit. How will the summit add value to the applicant and the constituents served or to the work of the individual? What do you wish to accomplish? Identify your goals and how you will accomplish them. What value will be added to you or to your organization and community? Please be specific. A compelling narrative is a crucial factor in the grant award.
  • Number of ADULTS Engaged → Insert the number of individuals this grant will help attend this summit.
  • Number of YOUTH Engaged → 0
  • Total INDIVIDUALS Engaged → Insert the number of individuals this grant will help attend this summit.
  • Number of Artists Participating → Insert the number of individuals this grant will help attend this summit who are artists.
  • Underserved Participants → This refers to individuals this grant will help attend the summit, so fill in the appropriate % for any applicable category
  • Project Discipline → 14 Multidisciplinary
  • Type of Activity → Seminar/conference – 22
  • Strategic Outcome → Learning: Americans of All Ages Acquire Knowledge or Skills in the Arts.
  • Arts Education → 50% or more of this project’s activities are arts education directed to: adult learners (including teachers and artists)

BUDGET

Do not put anything in the Contracted Professional Fees or the Consumable Supplies, Printing & Publications, etc  Amount Requested and Explanation area.

Travel, Registration and Teacher Stipend

Amount Requested → List the requested amount

Explanation → Summit registration = $150 or $200/per (list appropriate registration(s)) and list total round trip travel. List the entire expense of registration and travel, even if it is more than your request and then, within the box write “Up to the requested amount of listed expenses will be applied toward this grant award.”  Teacher stipends are not an allowable expense for this grant.

REQUIRED AND OTHER DOCUMENT UPLOADS

To upload documents clicking the  icon either beside the Required Document type for Proof of Residency or in the Documents box for the conference registration.

  • Applicants will notbe prompted to upload a proof of distance if requesting assistance with travel; however, it must be uploaded in the “Documents” section below the “Required Documents”. Please upload proof from MapQuest or another tool to verify round trip distance.
  • If applying as an individual, you will be prompted upload the Proof of Residency document in the Required Documents section of your application in the Online Grants System. Please upload either a valid Tennessee voter registration card or a legal State of Tennessee driver’s license.
  • You will not be prompted to upload a copy of your summit registration; however, you will need to upload it in the “Documents” section of the Rolling Grant Evaluation for every person listed in the application.

ASSURANCES

Type your name and title where requested & check the box certifying your information. If applying as your organization, two separate and distinct certifications are needed. You cannot certify both areas for an organization application.

Save your application.

Successfully submit your application by pressing the submit button on the bottom right.

You will receive a confirmation email upon successful submission.

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